Can a Screen Order be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act and UETA when the signature shows intent, the signer consents to electronic records, the signature is attributable to the signer, and the record can be retained and reproduced.

Do I need a notarized Screen Order?

Not usually. Tenant screening authorizations ordinarily do not require notarization, though certain related real estate filings or agent authorizations may need notarized acknowledgement depending on state rules.

What if an applicant disputes the report?

If a consumer disputes information, follow FCRA procedures: notify the screening vendor and CRA, allow investigation, and retain records of correspondence and any corrections made.

Can I charge applicants a screening fee?

Yes if permitted by state law; disclose the exact fee amount on the order and provide refund procedures where required by jurisdictional consumer-protection statutes.

What authentication is sufficient for signing?

Basic email link or SMS verification is typical for applicant signatures; use stronger methods (KBA, multi-factor) for higher-risk verifications or when required by vendor.

How long should I keep signed orders?

Retain signed authorizations for the duration of the tenancy and additional years per record-retention rules; follow federal minimums and any longer state or industry retention periods.

Electronic Signature
Templates
Real estate
Real Estate Screen Order

Real Estate Screen Order

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

REAL ESTATE SCREEN ORDER

Order and Property Identification

Property Address:

Unit/Suite: Parcel / APN:

Legal Description

Ordering Party (Landlord / Agent)

Company or Owner Name Contact Person Business Address

Applicant / Prospective Tenant

Applicant Full Legal Name

Date of Birth: Last 4 of SSN:

Current Address

Screening Services Ordered

Check services to be ordered (select all that apply):

Credit report and consumer score Criminal background check (nationwide and county) Eviction / landlord-tenant filings search Rental history and references verification Employment / income verification Identity verification (ID document) Sex offender registry search Other:

Fees, Payment and Turnaround

Screening Fee Amount

Fee Payment Responsibility: Applicant pays fee Landlord/Agent pays fee Fee refundable if screening not completed

Payment Method / Card Reference (if applicable) Requested Turnaround

Disclosures, Authorizations and Acknowledgements

By signing below, Applicant authorizes Landlord/Agent and its designated screening provider to obtain consumer reports, investigative consumer reports, criminal history, eviction records, employment and rental references, and other screening information necessary to evaluate suitability for tenancy. Applicant acknowledges that such reports may include public records and information from third-party sources and may be used for tenancy decisions.

Applicant understands that adverse action may be taken based in whole or in part on information contained in a consumer report. Applicant authorizes the release of screening results to the ordering Landlord/Agent and certifies that the information provided in this order is true and complete. Applicant further authorizes verification of any information provided.

Applicant Consent (check to consent) Applicant consents to obtain consumer and investigative reports as described above Applicant Signature Acknowledgement

Applicant Printed Name: Date:

Policy, Retention, and Legal Terms

Screening provider will retain records in accordance with its records retention schedule and applicable law. Ordering Landlord/Agent represents that it will use screening reports only for permissible purposes and will comply with applicable consumer reporting and anti-discrimination requirements.

Landlord/Agent certifies that it will provide adverse action notices when required by law and will furnish any consumer reporting agency information necessary for an applicant to obtain a copy of a report used in an adverse action decision.

Selection Policy

Governing Law: This Screen Order shall be governed by the laws of the state in which the property is located, without regard to conflict of laws principles. Venue for disputes shall be in the appropriate state or federal court located in the county where the property is located.

Entire Agreement: This Screen Order, together with attachments and any screening provider terms, constitutes the entire agreement between the parties relating to the subject matter herein and supersedes all prior agreements and understandings.

Lead-Based Paint / Pre-1978 Disclosure (if applicable)

Was the dwelling built prior to 1978? Yes No Unknown

If applicable, Lead-Based Paint Disclosure / Notes

Default, Remedies and Indemnification

Ordering Landlord/Agent and Applicant agree that each will indemnify and hold harmless the screening provider and each other from claims arising out of misuse of screening reports, false statements intentionally made to induce screening, or failure to comply with applicable notice and disclosure obligations. Remedies for breach include injunctive relief, recovery of reasonable attorneys' fees, and other remedies available at law or equity.

Applicant:

By:

Date:

Landlord / Agent:

By:

Date:

What a Real Estate Screen Order Is and when it's used

A Real Estate Screen Order is a written authorization used by landlords, property managers, leasing agents, or brokers to request consumer screening reports for prospective tenants or purchasers. The order typically gathers identifying details and consent to obtain credit, criminal background, eviction, and tenant-history data from consumer reporting agencies. It documents applicant authorization, the scope of checks to run, and any fees charged to the applicant. In many U.S. workflows the document is retained with the applicant file and may be executed electronically under ESIGN and UETA-compliant platforms.

Why a formal Screen Order matters for leases and sales

A clear, properly completed Real Estate Screen Order provides documented applicant consent, reduces legal exposure under consumer reporting laws, and creates a defensible audit trail for tenant selection decisions.

Who typically prepares and signs a Real Estate Screen Order

Use the form to standardize consent, preserve a copy for regulatory compliance, and support any required adverse-action notices.

Property managers and landlords who screen rental applicants and must document consent and disclosure compliance.
Leasing agents handling multiple properties who need consistent screening authorizations across units and applicants.
Third-party tenant screening firms that receive signed orders before delivering credit, criminal, or eviction reports.

Step-by-step: completing and submitting a Screen Order

Follow these sequential steps to collect consent, order reports, and preserve a compliance record for tenant decisions.

01

Collect applicant info: Gather full name, DOB, address, and SSN where allowed.
02

Obtain written consent: Have the applicant sign the authorization before ordering any consumer report.
03

Place the screening order: Submit the signed order to your screening vendor with selected check types.
04

Record and retain: Save the signed order and screening results in the applicant file.

How the screening workflow typically moves through stakeholders

A standard workflow routes the order from the leasing contact to the screening vendor, then returns results to decision-makers with a stored audit trail.

Submit order: Leasing staff sends the signed authorization to the screening provider.
Vendor processing: Vendor queries consumer reporting agencies and consolidates results.
Receive report: Leasing staff reviews the combined screening report and metrics.
Decision and notice: If needed, issue an adverse-action notice with required disclosures.

Online setup essentials for electronic Screen Orders

Configure your digital form and routing so signed orders, consents, and results are captured and stored consistently.

Field	Configuration
Applicant ID field	Configure as required, unique identifier for records.
Authentication	Enable email link or SMS code for signer verification.
Conditional fields	Show SSN only when legally permissible and necessary.
Audit trail	Capture IP, timestamp, and signer attribution.

Technical considerations for eSigning and eSubmission

Ensure the platform supports ESIGN/UETA legal validity, produces an audit trail, and can export signed files to your records system for long-term retention.

File formats: PDF and DOCX widely accepted by vendors.
Signer authentication: Email links or SMS codes meet basic verification needs.
Integrations: CRM and storage integrations streamline recordkeeping.

Comparing eSignature vendor price and capability for Screen Orders

Basic pricing and capability differences influence per-user costs and feature availability for tenant screening workflows; signNow appears first for direct comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Essential elements to include in a professional Screen Order

A complete Screen Order combines clear applicant identification, explicit consent language, the scope of checks, fee disclosure, signature fields, and vendor routing instructions.

Applicant Identity

Full legal name, DOB, and identifiers such as SSN or other ID improve match accuracy and reduce false positives in credit and criminal searches.

Consent Language

Clear statement authorizing consumer reporting agencies to provide credit, criminal, and eviction data; must reflect the exact uses for tenant screening.

Scope of Checks

List the specific checks (credit, eviction, criminal, employment) and any time windows or geographic limits to be searched.

Fee Disclosure

If the applicant is charged, state the exact amount or how it will be calculated; note refundable portions if applicable.

Signature Block

Designate signature and date fields for the applicant and, if needed, an authorized agent; include checkbox for electronic consent.

Vendor Routing

Provide the screening vendor name, account ID, and routing instructions so results attach to the correct applicant file.

Formats, exports, and storage for completed Screen Orders

Store signed orders in standard formats and ensure exports support audit and dispute response requirements.

Export Formats

Save signed orders as PDF/A for long-term preservation; include the audit trail and signature certificate embedded with the document.

Automated Archiving

Configure integration with cloud storage or property-management systems to automatically archive signed orders and screening reports.

Record Linking

Link the signed order to the tenant application and screening result record to ensure a single source of truth for decisions.

Redaction Controls

Mask sensitive fields for non-authorized viewers while retaining an unredacted signed copy for compliance reviewers.

Security and compliance controls to look for

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trails: IP, timestamp, action log

Certifications: SOC 2 Type II

HIPAA support: BAA available

21 CFR compliance: 21 CFR Part 11 support

Primary legal risks when a Screen Order is incorrect

FCRA violations: Civil liability and corrective action

Adverse-action errors: Incomplete notices risk litigation

Data breach exposure: Unauthorized access to SSNs or PHI

Refund disputes: Improper fees may trigger refund claims

Recordkeeping failures: Missing files impede defense in disputes

Notarization mistakes: Invalid acknowledgements for related deeds

Common problems encountered with Real Estate Screen Orders

Collecting SSNs without proper privacy measures increases identity-theft risk and complicates compliance with consumer protection obligations.
Vague consent language that does not specify report types can lead to disputes and challenge the admissibility of screening results.
Failure to retain signed authorizations and audit trails makes it difficult to respond to consumer disputes under the FCRA.
Using incompatible file formats or lacking integration with screening vendors increases manual work and the risk of misfiled reports.

Real-world examples of screen order use

These short examples show how organizations use a Screen Order to streamline screening and preserve compliance evidence.

Martin Properties

Tim Martin, Founder, used digital orders to process remote applicants quickly

The interface supports mobile signing and offline capture
He reports processing and executing documents online with full compliance and security, enabling efficient returns from applicants without in-person meetings.

Optica Ventures

Brian Fitzgibbons, COO, simplified tenant intake forms with standardized authorizations

Consistent fields improved match rates
The team found the interface easy for staff and customers, reducing back-and-forth and improving turnaround for leasing decisions.

Who can sign a Real Estate Screen Order

Property Manager

A property manager or authorized leasing agent signs on behalf of the landlord when the agent is given written authority; document should indicate the agent's company and authorization.

Applicant

The applicant must sign to consent to consumer reports; electronic signature is valid when intent, consent, attribution, and retention criteria are met.

Timing considerations and typical processing expectations

Plan for screening time and any follow-up required for disputes or adverse actions when scheduling move-in decisions.

Consent before order:

Obtain the signed authorization before requesting any consumer report.

Vendor turnaround:

Screening vendors commonly return reports within 24–72 hours depending on checks ordered.

Adverse-action timing:

Provide required notices promptly after a decision based on report findings.

Dispute response:

Expect vendor rechecks and dispute resolution to take multiple days to weeks.

Record retention:

Keep the signed order for the recommended retention period to support any future claims.

Frequently asked questions about Real Estate Screen Orders

Answers below address common legal, technical, and procedural issues encountered when ordering and processing screening authorizations.

Need help? Contact support

Can a Screen Order be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act and UETA when the signature shows intent, the signer consents to electronic records, the signature is attributable to the signer, and the record can be retained and reproduced.
Do I need a notarized Screen Order?
Not usually. Tenant screening authorizations ordinarily do not require notarization, though certain related real estate filings or agent authorizations may need notarized acknowledgement depending on state rules.
What if an applicant disputes the report?
If a consumer disputes information, follow FCRA procedures: notify the screening vendor and CRA, allow investigation, and retain records of correspondence and any corrections made.
Can I charge applicants a screening fee?
Yes if permitted by state law; disclose the exact fee amount on the order and provide refund procedures where required by jurisdictional consumer-protection statutes.
What authentication is sufficient for signing?
Basic email link or SMS verification is typical for applicant signatures; use stronger methods (KBA, multi-factor) for higher-risk verifications or when required by vendor.
How long should I keep signed orders?
Retain signed authorizations for the duration of the tenancy and additional years per record-retention rules; follow federal minimums and any longer state or industry retention periods.

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